Objective:
To promote and provide a first class secretarial and administrative service as part of the Covington & Burling LLP secretarial services team.
Duties & Responsibilities:
* Prepares cost accounting and cost determination according to the RVG (Das Rechtsanwaltsvergütungsgesetz).
* Prepares pleadings.
* Corresponds as appropriate with clients, courts and authorities.
* Collects, examines, and organizes evidence and other legal documents for attorney’s review and case preparation.
* Researches regulations, laws and legal articles to assist with the preparation of reports, case files, and legal advice.
* Coordinates and maintains effective office procedures and efficient work flow; complies with policies and procedures set by employer; establishes and maintains harmonious working relationships with supervisors, co-workers and clients etc.
* Works as an effective member of the designated secretarial team; provides cover during absence, picks up telephone calls for the group etc and volunteers for overflow work assignments when time permits.
* Assumes responsibility for maintaining the highest level of confidentiality of all client and Firm information, records and files, both within and outside of the Firm.
* Day to day diary management for attorneys; schedules meetings, arranges business itineraries and coordinates travel arrangements.
* Communicates effectively with clients, making and taking calls as necessary. As and when requested, sorts and reads incoming emails and documents from clients for attorneys in their absence and files appropriately for necessary action.
* Types and composes general correspondence, documents, memos, faxes, reports, PowerPoint presentations etc. from various sources (e.g., handwritten notes) Responsible for accuracy and clarity of final copy and ensures all work is returned in a timely manner.
* Utilises the Firm’s computer systems and software applications effectively as well as establishing and maintaining filing and records both in hard copy and in electronic format.
* Enters the relevant attorney’s time on a daily basis into Intapp and ensures all time entries are finalised with Accounting Department by month-end deadlines.
* Manages the billing process for relevant attorneys to include liaising with billing coordinators as required.
* Arranges with Accounts Department for reimbursement requests for out of pocket expenses. Also requests the payment of invoices or cheques to be drawn to appropriate client/matter numbers.
* Maintains an up-to-date version of secretarial handover notes for each designated attorney.
* Undertakes any other ad hoc secretarial or administrative duties as requested.
Skills and Behaviours:
* Refa (“Rechtsanwaltsfachangestellte”) qualification required.
* Confident handling of beA.
* Deadline and appointment (courts, opposing parties) monitoring in Outlook and deadline diary (Fristenbuch).
* Knowledge of foreclosure proceedings is desirable but not essential.
* Excellent team player.
* Maintains good attendance and punctuality record.
* Excellent technical ability using the Firm’s computer system and software applications to trouble-shoot.
* Demonstrates awareness of providing a quality service and perform an accurate self review of work undertaken.
* Ability to liaise professionally and effectively with clients.
* Ability to organise and prioritise workload effectively in order to meet deadlines.
* Flexibility to work additional hours as required.
* Experience of MS Word, Excel, PowerPoint and Outlook.
* Experience of Intapp, ChromeRiver and billing is a plus.
* Fluent in German (written and spoken) and very good English skills (written and spoken).
What we Offer:
* Training sessions for our software applications
* Online library of step-by-step guides and videos for all software applications
* Possibility to work from home on Friday
* Various social events (currently: Tuesday Snacks, Wednesday Lunch,…)
* Regular firm events
* Reduced-price meals in the in-house canteen
* Further education opportunities
* Collaborative team
Note: As with all positions, the legal administrative assistant will be required to perform other duties as deemed necessary by the Firm, therefore this job description is not exhaustive.
Covington & Burling LLP is an equal opportunity employer and does not discriminate in any aspect of employment, including hiring, salary, promotion, discipline, termination, and benefits, on the basis of race, color, ethnicity, religion, national origin, gender, gender identity or expression, age, marital status, sexual orientation, family responsibility, disability (including physical handicap), or any other improper criterion.